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2 DISCLAIMER BUSINESSPHONE 250 / BUSINESSPHONE 50 VERSION 4.0 DIALOG 3105 BASIC / 3145 MEDIUM TELEPHONES AND ORDINARY ANALOGUE TELEPHONES USER S GUIDE Copyright Ericsson Austria AG. All rights reserved. This document contains proprietary information which is protected by copyright. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage and retrieval system, or translated into another language, without prior written consent of Ericsson Austria AG, Vienna, Austria. The information in this document is subject to alteration without prior notice. ERICSSON MAKES NO WARRANTY OF ANY KIND WITH REGARD TO THIS MATERIAL, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. Ericsson shall not be liable for errors contained herein nor for incidental or consequential damages in connection with the furnishing, performance or use of this material. Ericsson Austria AG Pottendorfer Strasse A-1121 Vienna, Austria Telephone: Telefax:

3 WELCOME Welcome to the User s Guide for the Ericsson Analogue Basic, Medium and the ordinary Analogue phone in the BusinessPhone 250 / BusinessPhone 50 system from Ericsson. It is a state-of-the-art business communications system. Its alliance of features and facilities effectively improves communications for virtually any kind of organization. To take full advantage of these advanced features and facilities there is a line of phones, designed for ease of use in every situation, e.g. the Ericsson Dialog 3105 Basic and 3145 Medium analogue telephones are very versatile and adaptable phones. Note: The features described in this user s guide are related to version 4.0 of the BusinessPhone 250 / BusinessPhone 50 system, some features described in this guide might not work in earlier version of the system. Some features described in this user s guide might be protected by a hardware dongle that has to be bought separately. This guide will demonstrate how the Analogue phone helps you access the functions of the BusinessPhone 250 / BusinessPhone 50 system. Analogue Telephone / Ericsson Basic Telephone / Ericsson Medium Telephone BusinessPhone 250 / BusinessPhone 50 3

5 IMPORTANT IMPORTANT The BusinessPhone 250 / BusinessPhone 50 system supports all types of analogue telephones, but some features require that an Ericsson Basic or Medium analogue telephone is connected to the system. Throughout the guide you will be advised if a function is adapted for a particular telephone or not. Note: Since the Ericsson Basic and Medium analogue telephones easily can be switched between pulse and tone dialling they can be connected to all types of telephone exchanges, but remember that analogue telephones must be connected to analogue lines. 5

7 DESCRIPTION - ERICSSON BASIC TELEPHONE 1 Mute To switch the microphone on or off. See section During calls. 2 Tone Temporary change to tone dialling. 3 Last number redial / Pause key a. Redial last number dialled. b. Insert a pause if you have to wait for dial tone. 4 R-key Used for example to make an inquiry, to transfer a call or to establish a conference, see section During calls. Can be set to two different modes, see section Audible adjustments. 5 Program quick dial number Store your most frequently called number, see section Abbreviated numbers. Note: If you unplug the telephone, the stored number will remain for about 4 hours. 6 Handset volume Adjust handset volume. See section Audible adjustments. 7 Ringing signal volume Adjust ringing signal volume. See section Audible adjustments. 8 Ringing signal character Adjust ringing signal character. See section Audible adjustments. 9 Tone / Pulse dialling Switch between tone or pulse dialling. See section Audible adjustments. 10 Flash / Earth mode Switch between flash (timed break) or earth mode for the R-key. See section Audible adjustments. 11 Loudspeaker 12 Handset with hearing aid function See section Audible adjustments. Please note: The handset may retain small metal objects in the earcap region. 7

9 DESCRIPTION - ERICSSON MEDIUM TELEPHONE 1 Mute To switch the microphone on or off. See section During calls. 2 Tone Temporary change to tone dialling. 3 Last number redial / Pause key a. Redial last number dialled. b. Insert a pause if you have to wait for dial tone. 4 R-key Used for example to make an inquiry, to transfer a call or to establish a conference, see section During calls. Can be set to two different modes, see section Audible adjustments. 5 Loudspeaker on/off To switch the loudspeaker on or off. See section During calls. 6 Program Storing numbers. See section Abbreviated numbers. 7 Programmable keys Nine keys for storing frequently called numbers. You can store one number per key, see section Abbreviated numbers. Note: If you unplug the telephone, stored numbers will remain for about 4 hours. 8 Message waiting LED (optional) A flashing light indicates a waiting message. See section Internal messages. 9 Handset volume Adjust handset volume. See section Audible adjustments. 10 Ringing signal volume Adjust ringing signal volume. See section Audible adjustments. 11 Speaker volume Adjust speaker volume. See section Audible adjustments. (continued) 12 Tone / Pulse dialling Switch between tone or pulse dialling. See section Audible adjustments. 9

11 INCOMING CALLS INCOMING CALLS GENERAL A ringing signal indicates an incoming call. ANSWER CALLS On another extension You can answer a call to a phone even if you are in another room: Call the ringing extension You receive busy tone. Press A second call is waiting Option 1 : A call waiting tone will inform you, during a conversation, that a second call is waiting on your phone. (See also Camp on). You have two options. Finish the ongoing call: Replace the handset The new call will be signalled on your phone. to receive the new call Option 2 : Ask your conversation partner to wait: Press and replace the handset The waiting call will be signalled on your phone. to receive the new call After finishing the new call: Replace the handset Your first call will be signalled on your phone. to receive the first call again 11

12 OUTGOING CALLS OUTGOING CALLS GENERAL Sometimes you make a call but the person is not available. These functions will help you in your attempts to establish contact with the called party. MAKE CALLS Internal or external calls. and dial the number The number may be any of the following: - an extension number, - an external number, where 0 is the digit for external calls, - a common abbreviated number. Wait for dial tone Sometimes it is required to wait for a new dialling tone after dialling the prefix digit when making an external call. In such situations, you must store the pause for a new dial tone into the number: On the Ericsson Basic and Medium telephone: Redial Press On other analogue telephones: Press 12

13 OUTGOING CALLS LAST EXTERNAL NUMBER REDIAL When you initiate an external call the system automatically stores all the dialled digits, irrespective of whether the call was successful or not. Stored numbers can consist of maximum 32 digits. Note: To redial a number that incorporates a wait for a new dial tone, you must indicate to the telephone where in the number it must pause and wait for the new dial tone. To do this, press the required key at the proper place in the number. See section Make calls. On the Ericsson Basic and Medium telephone: Redial Press to redial the last dialled external number On other analogue telephones: Press to redial the last dialled external number 13

14 OUTGOING CALLS AUTOMATIC CALL-BACK You call an extension and receive busy tone or get no answer. This can also be used if no external line is free: Press Verification tone. Replace the handset You are called back if the extension finishes the ongoing call or the next time the extension finishes a new call. You have to answer within eight seconds, otherwise the callback service is cancelled. when you are called back The requested extension is called automatically. BUSY EXTENSION Camp-on You call an extension and receive busy tone. You can notify a busy extension of your call by a muted ringing signal (if this function is allowed). Press to camp on (Keep handset off hook) When the called extension replaces the handset it will be called automatically. Note: If you receive the busy tone again, the desired extension does not allow camp-on. Intrusion You can intrude on an ongoing call on a busy extension (if this function is allowed). Press to intrude Intrusion tone is heard and a three party call is established. When the called extension replaces the handset and you keep off hook, the called extension will be recalled automatically. Note: If you still hear the busy tone, then your extension does not have the authority to intrude or the desired extension is protected against intrusion. 14

15 DURING CALLS DURING CALLS GENERAL The BusinessPhone 250 / BusinessPhone 50 system allows you to handle calls in many different ways. You can for instance make an inquiry, transfer the call or create a conference. MONITORING Note: This section only applies to the Ericsson Medium telephone. You have an ongoing conversation via the handset. Line Press to switch the loudspeaker on Replace the handset The loudspeaker monitors the call. Note: When the loudspeaker is on, the microphone is automatically switched off in the handset. You can adjust the volume, see section Audible adjustments. From monitoring to handset Continue your conversation via the handset. MUTE Note: This section only applies to the Ericsson Basic and Medium telephone. You can turn off the microphone of the handset. Then the caller will not be able to hear the conversation in your room. Press to switch the microphone on or off The lamp lights, if the microphone is turned off. 15

16 DURING CALLS INQUIRY During an ongoing conversation you like to make an inquiry to an internal or external party. Press The first call is put on hold. Call the third party When the third party answers, you can switch between the calls, create a conference and end one of the calls. Refer back You can switch between connected parties: Switch between calls Press to terminate The ongoing call is terminated. The other call is connected. Note: Sometimes the R -key must be pressed twice. Whether you can put internal calls on hold or transfer calls to external lines depends on your PBX. Consult your system administrator. TRANSFER You have an ongoing internal or external conversation and you want to transfer an ongoing call. Press Call the third party You can transfer the call before answer or wait for answer Note: Make sure, that you are connected to the desired party. Please read the notes and warnings in section Useful hints. Replace the handset The call is transferred. 16

17 DURING CALLS Transfer to a busy extension You can even transfer calls to busy extensions. The other party will hear a muted signal (camp-on), and the call will be extended, as soon as the ongoing call is terminated (if camp-on is allowed). Call-back You are called back, if you have transferred an external call and the other extension has not answered the call within a certain time. Your telephone will ring again. CONFERENCE You have an ongoing conversation and you want to establish a telephone conference. Press Call the third party Press to establish a three party conference Now you have established a three party conference. To mark the conference, all conference members will hear a periodical conference tone. Repeat the procedure to include other persons to the conference In this way, you can include up to six parties in a conversation. How many of them can be external callers depends on the programming of the system. Replace the handset to leave the conference 17

18 DURING CALLS DIAL MODE Note: This section only applies to the Ericsson Basic and Medium telephone. If your telephone is in the pulse dialling mode, and you want to use any of the automated data services that require tone dialling, you can switch temporarily to tone dialling during a call, e.g. when calling interactive tele services or controlling telephone answering machines remotely. Note: After you end the call, dialling is reset to pulse dialling. Tone Press to switch to tones 18

19 CALL FORWARDING CALL FORWARDING GENERAL When you are not available to take calls or decide to answer your calls on another extension, it is useful to forward your calls to an alternate answering position. If you urgently need to talk to someone who has forwarded his calls, the system is also equipped with a bypass function. Depending on the type of diversion you are also able to record your personal greeting, see section Personal greeting. Note: You can still make calls as usual. Diversion on no reply Diversion on busy If you are not available to answer incoming calls (internal or external), your system administrator can program your extension to automatically divert calls to a programmed diversion address (default time: 15 seconds). If your extension is busy and you receive an incoming call (internal or external), your system administrator can program your extension to automatically divert the call to a programmed diversion address. FIXED DIVERSION This function directs your calls to a pre-programmed answering position (e.g. secretary). Activate fixed diversion Press to activate diversion Special dial tone. Cancel diversion Press to cancel diversion 19

20 CALL FORWARDING INDIVIDUAL DIVERSION This feature gives you the possibility to divert your calls to any directory number, e. g. to a colleague s extension or a common abbreviated number (e. g. your car telephone). Depending on the programming, external calls can also be diverted to an external diversion address (or otherwise to the operator). Activate individual diversion Dial Enter the new diversion address Press to activate the individual diversion You can make outgoing calls as usual. A special dial tone reminds you that Call forwarding is active. Cancel diversion Dial 20

21 CALL FORWARDING FOLLOW ME To activate Follow me, Individual Diversion must be active on your telephone. Activate Follow me Note: This procedure has to be executed from the telephone the calls are diverted to. Dial Dial your number and press Dial the new number to where incoming calls should be diverted Press to activate Follow me Special dial tone. Cancel Follow me Follow me and individual diversion can also be cancelled from the answering position. Dial Dial your number Press to cancel Follow me Dial tone. 21

22 CALL FORWARDING BYPASS CALL FORWARDING Bypass call forwarding makes it possible to call a specific extension, even if call forwarding is activated on this extension. Press Enter extension number Press You will be connected to the specified extension, no matter if it has activated fixed diversion, individual diversion or follow me. 22

23 INFORMATION INFORMATION GENERAL If you are not in the office for a certain period of time (e.g. meeting, vacation, lunch, illness), this feature allows you to inform your callers why you are absent. External callers will be routed to the operator who also has access to your absent info. Note: When you have activated a diversion with a personal greeting, callers will receive this greeting instead of your activated absence information. You can inform your callers with: 1) Pre-defined texts Enter the reason for your absence and the date and time of your return. 2) Voice information Record a voice message and name your absent information. ENTER INFORMATION To store text or voice information. Press to enter the information mode Select Pre-defined text or Voice information (continued) 23

24 INFORMATION ENTER INFORMATION (continued) Pre-defined texts From the table below: Enter Code and Enter Completing info Code Completing info Time of return 1 hour (00-23) minute (00-59) Date of return 2 month (01-12) day (01-31) Lunch 3 back at, hour minute Meeting 4 back at, hour minute Vacation 5 back, month day Illness 6 back, month day Press to enter the information Internal callers receive the information on the display (or as spoken information to callers without display phone). Pre-defined texts Example: Vacation, back June 27 If you do not know the time of return, just press #. Information active. Internal callers receive the information on the display (or as spoken information to callers without display phone). External callers will be routed to the operator who also has access to your absent info. 24

25 INFORMATION Voice information Press to enter information mode Press and speak Press to play-back and listen to your recording Press and speak to re-record Press to send Information active. Internal callers will hear the information via the handset or the loudspeaker. External callers will be routed to the operator who also has access to your absent info. Note: You can dial your own extension number if you want to check your information. 25

26 INFORMATION ERASE INFORMATION, SAVE INFORMATION Press to erase info or Press to deactivate and save for later use Information is passive. Use saved information When the information is switched off: Press to activate saved info Information is active. 26

27 INTERNAL MESSAGES INTERNAL MESSAGES GENERAL When you call an internal number and receive busy tone or get no answer, you can send a message to that extension. Two possibilities exist: 1) Call-back message 2) Voice message (see also Mailbox System ) SEND MESSAGE You call an extension and receive the busy tone or no answer. Call-back Press to send a call me message Voice If you want, you can send a voice message instead: Press and speak Press to play-back Press and speak to re-record Press to send 27

28 INTERNAL MESSAGES RECEIVE MESSAGE When you lift the handset and receive a special dial tone, either a diversion is activated or a message is waiting. Note: The Ericsson Medium telephone also has an optional message waiting LED which indicates a waiting message. Press Call me message will call the sender immediately. Voice messages will be heard via the handset. Note: Depending on the configuration, you might be asked for your personal code before you can retrieve your messages. See section Security. 28

29 MAILBOX SYSTEM MAILBOX SYSTEM GENERAL While you are away from the office, callers can leave messages in your individual mailbox. You are also able to record your personal greeting, see section Personal greeting. INDIVIDUAL MAILBOX SYSTEM If you are not in the office, you can give the service to the caller to leave a message in your mailbox. Activate Divert your extension to the mailbox system. Press Dial the number to the mailbox system Ask the system administrator for your defined mailbox number. Press Deactivate Press Retrieve messages When you lift the handset and receive a special dial tone, either a diversion is activated or a message is waiting. Press Further procedure, see section Internal messages - Receive message. 29

30 MAILBOX SYSTEM PERSONAL GREETING Depending on the type of diversion you want to activate, you can leave three different personal greetings to the caller. The diversion state can be on no reply, on busy or an activated individual diversion. Dial the number to the mailbox system During the procedure you will be asked for your extension number and your personal code. Press to configure your personal greeting Enter diversion code Select an option below and follow the voice announcements. Type of diversion Code Diversion greeting on busy 1 Diversion greeting on no reply 2 Individual diversion greeting 3 Press to store the recorded greeting When you activate the diversion, the recorded greeting is played to the next caller. Replace the handset to finish the procedure Note: When you have activated a diversion with a personal greeting, callers will receive this greeting instead of your activated absence information. 30

31 ABBREVIATED NUMBERS ABBREVIATED NUMBERS GENERAL By using abbreviated numbers, you can make calls simply by pressing a few keys. Frequently used external numbers are stored as common abbreviated numbers in the exchange. Up to 10 individual abbreviated numbers (your personal most frequently used external numbers) can be stored and used on the keys ** 0 to ** 9. COMMON ABBREVIATED NUMBERS External numbers are stored centrally in your BusinessPhone system. Common abbreviated numbers have a maximum of 4 digits and can be dialled from every extension that has the authority to do so. Dial the common abbreviated number Please refer to your telephone directory. INDIVIDUAL ABBREVIATED NUMBERS You can program and activate your most frequently used external numbers on the keys ** 0 to ** 9. and press Dial the abbreviated number A number between 0 and 9. (continued) 31

32 ABBREVIATED NUMBERS INDIVIDUAL ABBREVIATED NUMBERS (continued) Program individual abbreviated number How to program external numbers on the keys 0 to 9. Enter programming mode Cancel one specific individual abbreviated number Select an abbreviated number between 0 and 9 and press Dial the number and press The number can consist of up to 24 digits. Press * if you have to wait for dial tone. Press Cancel all individual abbreviated numbers Enter an abbreviated number between 0 and 9 and press Press Conformation tone. 32

33 ABBREVIATED NUMBERS DIAL-BY-NAME Note: This section only applies to the Ericsson Medium telephone. You can program and activate directory numbers (extensions and common abbreviated numbers) on the programmable keys. Stored numbers can consist of maximum 16 digits. Head Office Press to make a call (pre-programmed) Program dial-by-name How to program a directory number on the programmable keys. Program Press Dial the number You can use any directory number, e.g. a common abbreviated number or a colleague s extension number. You can also store codes that contain * and # but not R. To store a number that incorporates a wait for a new dial tone, see section Outgoing calls. Press a programmable key If a number is already stored, it will be erased automatically. If you would like to erase a dial-by-name number, store a 0 instead of the telephone number. Note: You can remove the transparent cover in order to write the names beside the keys. Replace the handset 33

34 ABBREVIATED NUMBERS QUICK DIAL NUMBER Note: This section only applies to the Ericsson Basic telephone. This feature lets you call by pressing only one button, regardless of how many digits there are in the regular telephone number. The stored number can consist of maximum 16 digits. Prog Press to make a call Program a quick dial number During conversation you can program one directory number (extension or common abbreviated number) on the program key. Dial the number To store a number that incorporates a wait for a new dial tone, see section Outgoing calls. Prog Press during conversation Replace the handset when the call is finished 34

35 GROUP FACILITIES GROUP FACILITIES GENERAL When you are working together in a team the following group facilities can be very useful. GROUP HUNTING Your telephone can be included in a hunt group, where all members are represented with one common directory number. Incoming calls to the hunt group, follow the same procedure as calls to normal directory numbers, then the call is directed to free extensions in the group. The hunt order within the group can be changed to suit your needs. Only one group hunting call can be handled at a time, i.e. a second incoming group hunting call cannot be presented on your other line. However you can still receive group hunting calls to your extension number, if you are busy with a normal call Note: If all members in a hunt group are busy, the call-back or intrusion functions are not available, however the camp-on function can still be used. 16 hunt groups can be programmed, each containing 1 to 20 members. A hunt group member can be either an extension number, an operator console or a fictive number. To answer incoming group hunting calls: 35

36 GROUP FACILITIES GROUP CALL PICK UP In a pick up group, any member can answer any individual call to group members. You answer a call to a group member by dialling a special answering number. Please ask your system administrator for the configured number. Dial the group call pick up code COMMON BELL The common bell facility allows all extensions of the system (operator included) to pick up the call from an extension that has been predefined as a common bell extension. Dial the common bell pick up code Please ask your system administrator for the common bell pick up code. If two or more extensions simultaneously attempt to answer a call from the common bell extension, only the first extension will pick it up. The other extensions will receive the number unobtainable tone. This will also happen if you dial the common bell pick up code and there are no calls waiting at the common bell extension. 36

37 OTHER USEFUL FACILITIES OTHER USEFUL FACILITIES GENERAL By using these facilities your productivity will be increased, e.g. you can set reminders for important meetings, place the costs for external calls on separate accounts and much more... REMINDER The phone can be set to remind you at any time within the next 24 hours (multiple settings are allowed). Press Dial reminder time and press (00-23) hour + (00-59) minute. When the time is reached your phone rings with recall signal. Note: If you receive busy tone, your extension does not have the authority to set a reminder. Cancel reminder Press to cancel all settings 37

38 OTHER USEFUL FACILITIES AUTOMATED ATTENDANT The Automated Attendant facility sends voice instructions to external and internal callers, informing them of all possible options they can choose. Voice instructions lead the callers step by step to the desired destination. Dial the automated attendant directory number Please ask your system administrator for the Automated Attendant directory number. DIRECT INWARD SYSTEM ACCESS (DISA) If you are working externally and you have the need to make business calls, call your company and use the company PBX to make an external call to the desired party. You just pay the costs for the phone call to your company. The other costs will automatically be placed on your extension number or on a special project. Note: To activate this function, you have to change the default personal code from 0000 to a personal one. Which code to use and how to change it, see section Select Personal Code. During the procedure you will be prompted for your personal code. See last page for a card to remember these specific numbers. and dial the public number of your company followed by the DISA number Ask the system administrator for the defined DISA number. Dial the external number 38

39 OTHER USEFUL FACILITIES DOORPHONE The doorphone is used to monitor the admission to your company, i.e you can open the doorlock from your phone. Answering doorphone calls You will be in speech connection with the calling party. Opening of the doorlock After you have answered the doorphone, you can open the door making an inquiry to the door-opener s directory number Press Dial the door-opener s directory number Please ask your system administrator for the number. ACCOUNT NUMBER You can place costs for external calls on a selected account number (up to 15 digits). Press Enter account number and press Internal dial tone. Make the external call. 39

40 OTHER USEFUL FACILITIES TANDEM CONFIGURATION The tandem configuration is a unit, consisting of two telephones using the same directory number. One of the telephones is defined as the master and the other one as the slave. This function enhances the communication for users that, for example, have a wired phone on their desk (the master telephone ) and need to be mobile within their company s building with their own portable (the slave telephone ). Basically the tandem configuration works as follows: To activate the tandem configuration Press to log on the slave telephone Replace the handset For incoming calls: Both telephones are treated as 1 single extension. For outgoing calls: Both telephones are treated as 2 separate extensions. 40

41 OTHER USEFUL FACILITIES To deactivate the tandem configuration Press to log off the slave telephone Replace the handset For incoming calls: The Slave telephone cannot be called and the Master telephone works as a normal stand-alone telephone. For outgoing calls: Both telephones are treated as 2 separate extensions. Transferring a call between the members of a tandem unit Press Dial own directory number Replace the handset 41

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